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How to Automate an Audience Refresh in GTM One

Learn how to refresh an audience on a schedule and export it after each run.

Jagannath RameshJagannath RameshPrincipal Product Manager

Learn how to refresh an audience on a schedule and export it after each run.

Overview

An automation re-runs an audience on a schedule. Each run picks up new records that match the audience's criteria and refreshes the columns you choose. An automation can also export the refreshed audience to a destination after every run, so a CRM, sales engagement tool, file, or data share stays current without manual work.

The Automation control sits beside the audience name at the top of the audience page. From there you can turn on a weekly refresh in one click, or open the Automation dialog to set the schedule, columns, and export yourself.

The Automation control beside the audience name at the top of an audience page.

Before You Begin

  • The audience must contain records. An audience with no records cannot be automated.
  • You need edit access to the audience. The control is not available on audiences shared with you as a viewer.
  • To export automatically, the destination must already be connected for your organization.

Turn On a Weekly Refresh in One Click

Use this option when a weekly refresh with no export is all you need.

  1. Open the audience.
  2. Turn on the Automation switch beside the audience name.

A message confirms that automation is on and refreshes weekly. The audience refreshes every Monday, and every column that can be refreshed is included. No export is attached. To change the schedule or add an export later, follow the steps in the next section.

Set Up a Custom Automation

The Automation dialog walks you through a series of steps, listed on the left side of the dialog. You can click a completed step to go back to it.

Set the Cadence

  1. Open the audience.
  2. Click the Automation label beside the audience name (not the switch). The Automation dialog opens on Set cadence.
  3. Under Frequency, click Daily, Weekly, or Monthly.
  4. If you chose Weekly, select a day from the Day of the week dropdown. If you chose Monthly, select First day of the month or Last day of the month from the Day of month dropdown.
  5. Click Next.

A sentence below the frequency shows when the audience will run once you save (e.g., nightly for Daily, or every Monday for Weekly).

Review the Import Criteria

The Import criteria step shows the audience definition that the automation uses to find records. You cannot change it here. To change it, edit the audience's import filters from the audience itself.

  1. Review the filters shown under Import criteria.
  2. Under Audience membership, select Remove records to keep the audience synced to the latest results, or Keep records to keep existing records and continue adding new matches.
  3. Click Next.

Choose the Columns to Refresh

  1. On Enrich columns, select the checkbox next to each column you want to refresh on every run.
  2. Click Next.

Keep the following in mind:

  • Imported columns are always selected and cannot be cleared.
  • A column that another selected column depends on is selected automatically.
  • A refresh only recalculates values that have already been calculated.
  • Automated refreshes observe your organization's AI Action Credit limits and do not run if credits are insufficient.
  • When the audience has 10 or more columns, a search box appears so you can find a column by name.

Choose Rows and Columns with Conditional Enrichment

This is available when your organization has conditional enrichment turned on. The Enrich columns step then works differently:

  1. Under Rows to enrich, click New rows (recommended, enriches only the rows added since the last refresh) or All rows (enriches every row in the audience on each refresh). This choice appears only when the audience imports rows.
  2. Under Columns to enrich, select the checkbox next to each column you want to run. Only ticked columns run. Unticked columns keep their current values.
  3. Check the Depends on column. If a ticked column reads from columns that are not ticked, an amber pill such as "1 not ticked" appears. Click the pill to tick those columns, or leave them unticked and the column uses their current values.
  4. For an agent team, click the arrow beside its row to show the columns it fills (marked "Filled by the agent"). One checkbox covers all of them.
  5. Click Next.

When your organization has this on, a column is no longer ticked automatically because another ticked column depends on it, and imported columns stay locked as ticked.

Add New Columns to an Existing Automation

With conditional enrichment on, a column you add to an audience that has an automation with chosen columns is added to that automation. A message such as "Revenue was added to your automation" appears with an Undo button for about 10 seconds. Click Undo to take the column out again.

An automation can hold up to 200 columns. Past that, the message reads "wasn't added to your automation, which can hold up to 200 columns". To make room, clear a column you no longer need on the Enrich columns step of the Automation dialog.

See When an Audience Last Refreshed

Once an audience has an automation, the top of the audience shows "Last refreshed" and a date beside the Automation control, or "Never refreshed" before the first run. The left panel shows the same date, or "Never", in its Last updated row.

Schedule an Export

Skip this step if you only want to refresh the audience in place.

  1. On Schedule export, turn on Enable automated export.
  2. From the Scope dropdown, select Entire Audience or one of the audience's saved views.
  3. From the Destination dropdown, select where each run should send the data.
  4. If an Object dropdown appears, select the object to export to.
  5. If a Destination table name field appears, enter a table name using only letters, numbers, and underscores (up to 80 characters).

The destinations you see depend on what is connected for your organization. They can include Salesloft, Outreach, HubSpot, Dynamics, Salesforce, a CSV or XLS file, and data shares using Databricks, Snowflake, or BigQuery. If a destination is missing, click Click here to go to connections at the bottom of the Destination dropdown to open your integrations, or ask your ZoomInfo admin to connect it.

Map Fields for a CRM or Sales Engagement Destination

A Mapping step appears after Schedule export when the destination needs field mapping (e.g., Salesforce or Outreach). File and data share destinations skip this step.

  1. Click Next on Schedule export.
  2. On Mapping, match each column you want to export to its field in the destination.

The mapping is saved with the automation and used on every run. You cannot save the automation until every required field is mapped.

Save the Automation

  1. Click Save automation in the bottom-right corner of the dialog.

A message confirms "Automation is saved successfully." Click View automation in the message to see it on the Automation tab of the Audiences page. Once an automation exists, the control at the top of the audience shows Automation followed by its cadence (e.g., Automation · Weekly). To change the settings later, click the control again and save your changes.

Turn an Automation Off or On

  1. Open the audience.
  2. Click the Automation switch beside the audience name.

A message confirms that automation is off or on. Your settings are kept, so you can turn the automation back on without reopening the dialog.

Manage All Your Automations

  1. In the left navigation panel, click Audiences.
  2. Click the Automations tab at the top of the page.
  3. Click the Actions button (three dots) at the end of an automation's row.
  4. Select Edit, Run refresh, Rename, Open audience, Disable, or Enable.

Each row shows the automation name, destination, status, and cadence. Use the Search automations box to find an automation by name. When you select Run refresh, a dialog confirms that the refresh is in progress and may take some time to complete. Click OK to close it.

If the Automation Control Is Unavailable

  • The control is grayed out with "Add records to this audience before setting up an automation." The audience has no records yet. Add records, then try again.
  • The control shows "Not available in view-only mode." The audience was shared with you as a viewer. Ask the audience owner for edit access.
  • The control shows "We could not load this audience's automation." Reload the page to try again.
  • The control is not visible. It is hidden when the page header is narrow (e.g., when a side panel is open). Close the side panel or widen your browser window.

If you see an error

  • "Add records to this audience before setting up an automation." The audience has no records yet. Add records, then try again.
  • "Not available in view-only mode." The audience was shared with you as a viewer. Ask the owner for edit access.
  • "We could not load this audience's automation." Reload the page to try again.
  • "Could not undo." followed by the column names and "still in your automation." The Undo did not go through. Open the Automation dialog and clear the column on the Enrich columns step.

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